Job Title: Administrative Services Assistant, Senior
Location: Campus Events Ops & Support
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 605774
Workplace Culture

NAU is a community devoted to student success and sustained by an unshakable commitment to our shared mission, vision, and values. We—faculty, staff, and administrators—thrive by combining our efforts and working side by side to further NAU’s culture of excellence.

Special Information

This is an Administrative Services Assistant, Senior position, the working title is Event Services Assistant, Senior.

This is an office envrionment - Customer facing position.

Immigration Suppt/Sponsorship

NAU will not provide any U.S. immigration support or sponsorship for this position.

Job Description

The Campus Event Operations and Support office provides the expertise, production resources, and operational assistance necessary for successful events by NAU departments, student organizations, and external entities on our Flagstaff Mountain Campus. The Event Services Assistant, Sr will work closely with the Events Coordinator, Sr. to support event related needs and other departmental administrative tasks.

Internal and External Department Support – 30%

• Responsible for initial client interactions in person, over the phone, and via email while also providing general customer service and assistance for visitors.
• Work closely with Event Reservations Coordinator, Sr to provide support for event requests.
• Provide administrative support for the Campus Event Operations & Support office as well as other areas of Campus Services and Activities.

Event Scheduling – 20%

• Add event inquiries and tentative holds to system.
• Analyze events for those that may require additional coordination and flag for follow up.
• Create and monitor system reminders.
• Prepare and send standardized system invoices.
• Process payments.
• Review billing reports.
• Review weekly event reports for accuracy.
• Monitor Event Calendar requests and approvals daily and establish new user accounts based on access requests.

Processing Requests – 20%

• Food waiver requests.
• Alcohol service requests.
• Activity participation risk waivers.
• Review requests for student programming funds for completeness and accuracy.
• Track expenditures for programming funds and verify accuracy regularly with Campus Dining staff.

General office management tasks – 25%

• Order and maintain inventory of office and event supplies.
• Request payment for standard invoices.
• Track usage and order departmental event parking permits.
• Document modifications for departmental policies, guidelines, waivers, and others.
• Update departmental website pages to ensure information is accurate and building hours are current.

Other – 5%

• Other duties as assigned.

Minimum Qualifications

• High school degree AND 3 years of relevant office experience OR
• Associates degree AND 1 year of relevant office experience OR
• Equivalent combination of experience, training and/or education.

Preferred Qualifications

• Event planning experience or other experience working in events.

Knowledge, Skills, & Abilities

• Knowledge of standard office policies and procedures.
• Skill in developing and maintaining good working relationships.
• Skills in Microsoft Office Suite programs.
• Ability to solve problems.
• Ability to effectively communicate.
• Ability in providing excellent customer service.
• Ability in balancing competing priorities.
• Ability to thrive in a fast-paced, changing environment.
• Ability to work effectively with people from a variety of culturally diverse backgrounds.

COVID-19 Vaccination Requiremt

Under the recent executive order issued by President Biden requiring all employees of federal contractors to receive COVID-19 vaccinations, NAU expects all employees, including new hires, to be vaccinated unless they have an approved medical or religious accommodation. Proof of vaccination will be required by January 18, 2022. For questions about vaccines and medical or religious accommodations, please visit FAQs for Employee Vaccination Requirement.

Background Information

This position has been identified as a safety/security sensitive position. Therefore, per AZ Revised Statute, Northern Arizona University requires satisfactory results for the following: a criminal background investigation, employment history investigation, degree verification (in some cases) and fingerprinting.

If you are applying for a job that requires a CDL, you will be required to register with the Federal Motor Carrier Safety Administration Drug & Alcohol Clearinghouse and adhere to the clearinghouse requirements.

Additionally, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States.

Finally, each year Northern Arizona University releases an Annual Security Report. The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the Fire Safety Report is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus as this campus has on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities.

If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

Salary

Salary range begins at $38,000. Annual salary commensurate with candidate's qualifications and related experience.

FLSA Status

This position is non-exempt under the Fair Labor Standards Act (FLSA). The incumbent is eligible for overtime pay or compensatory time according to University policy. Further, the employee must submit timesheets that accurately reflect all hours worked.

Benefits

This is a Classified Staff (CLS) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System; paid vacation and 10 holidays per year; and tuition reduction for employees and qualified dependents. More information on benefits at NAU is available on the Human Resources benefits website. Classified Staff employees are in a probationary status for their first six months at NAU.

NAU is a tobacco and smoke-free campus.

Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan). New employees are eligible for benefits on the first day of the pay period following their enrollment, after their employment date. Employees will have 31 days from their start date to enroll in benefits. Additionally, new employees will begin participating in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, on the first of the pay period following 6 months after the new employee's start date.

Learning and Development

Your career at Northern Arizona University includes the opportunity for professional development. New employee on-boarding training includes courses to be completed within the first 30 days. If your position includes the supervision of a benefit-eligible employee, we offer the NAU Supervisors Academy for you to complete within your first 2 years.

Application Deadline

November 29, 2021 at 11:59 p.m.

How to Apply

To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on the Human Resources website or in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process please contact the Office of Equity and Access at: 928-523-3312/TDD - 928-523-1006 or PO Box 4083, Flagstaff AZ 86011.

Equal Employment Opportunity

Northern Arizona University is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply. NAU is responsive to the needs of dual career couples.

EEO is the Law Poster and Supplements

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.